Office Manager

Discipline: Administration / Support
Job type: Full Time
Job ref: AWA/OM/R4G
Published: 8 days ago

The American Women´s Association of Hong Kong, is an organization with two aims:  to help the underprivileged and underserved in Hong Kong and to learn more about the city, the surroundings and each other through educational, recreational and social activities.

​As the AWA Office Manager, you will report to the President. You are responsible for the smooth running of the office and help improve company procedures and day-to-day operation. You will also be an ex-officio member of the AWA Board and be a link between the Board and the office. In addition, you are expected to provide basic HR and Marketing support as detailed below under Responsibilities.


Responsibilities:
● Serve as an Ex-officio member of the Executive Board of Directors reporting to the President
● Manage resources, and ensure that procedures are carried out properly
● Responsible for everyday office operations, plans and procedures and assists the board in carrying out the business operations.
● Establish policies that support and promote AWA’s culture and vision
● Regularly evaluate the efficiency of business procedures according to organizational objectives and apply improvements
● Oversee daily operations of the company and the work of staff members and consultants
● Write and submit reports to the President
● Monitor invoices, accounting, bank processes, and money-handling procedures.
● Assist Treasurer in liaising with the auditor , providing data for reports and helping in budget numbers for office running costs.
● Manage relationships with business and community partners/vendors


Detailed role description:

General Office Management

  • Assess the company’s needs and find ways to contribute to the big picture by ensuring daily operations run smoothly and as efficiently as possible.

  • Manage procurement processes and relationships/agreements with external partners/vendors

  • Ensure that the company runs with legality and conformity to established regulations

  • Actively seek new ways to improve, economize and become more efficient within the office

  • Renew necessary Insurances and annual business registration

  • Maintain office equipment, repairs and replacement as needed, liaise with suppliers

  • Manage office budget and report to Board of any amounts beyond budgeted for approval

  • Update office procedures and ensure they are being followed by office staff

Financial

  • Assist Treasurer in Budget forecasting for operational expenses for next fiscal year

  • Assist the accountant, treasurer and auditor in annual audit work.

  • Provide financial statements as needed to Board members and committee chairs.

  • Prepare and execute payroll and MPF contributions

  • Oversee and maintain Accounts Payable and Accounts Receivable data

  • Distribute and discuss invoices received with pertinent committee chairs for approval to pay and approve disbursement requests

  • lssue payments for reimbursements, invoices and office bills

  • Oversee Petty Cash, Souvenir Sales, and Soda Sales reporting

  • Oversee issuing advertising invoices based on AWAre Advertising Revenue Report (for both print and web advertising) generated by Advertising Manager; oversee overdue accounts

HR

  • Monitor HK Government Employment Policies and ensure AWA complies.

  • Monitor MPF Fund performance and suggest changes if needed

  • Hire and train new staff, supervise existing staff

  • Keep track of staff annual leave

Executive board

  • Serve as an ex-officio member of the AWA and the AWA Foundation Executive Board of directors

  • Share information, facilitate communication about relevant documents, policies and issues.

  • Review office procedures and pertinent issues with incoming and outgoing Presidents.

  • Make oneself well aware of the Articles of Association and Policies documents

  • Attend monthly Board meeting and General Meetings, prepare Status Reports or other required reports relating to Office activities and issues

  • Induct all board members into AWA office procedures, policies and guidelines

  • Liaise between Board and Office Staff

  • Support the Board with any ad hoc issue that a Board member may need assistance with.

IT and technology

  • Troubleshoot hardware and software issues by coordinating with the website designer, website and email host, software providers and IT consultant.

  • Develop and maintain/upload content for the website ensuring it is user friendly, current and accurate,

  • Assist members and staff to use the website effectively.

Marketing / Communication

  • Assist the Board and liaise closely with key people in the execution of Marketing Strategy together with the existing AWA Marketing team across all marketing channels (social media, event, print).

  • Establish/develop working relationships and collaborations with corporates, foundations, government and other organizations

  • Provide backend operational support for all the fundraising events of the organization.

  • Strong connections with PR & marketing agencies and contacts with the media and press (preferred not mandatory)

Requirements

  • Degree holder

  • 5-7 years of proven office management experience, preferred in charitable organizations and at least 2-3 years in managerial roles.

  • Proficient in MS Office, Google documents, MYOB, online marketing and social media tools.

  • Excellent time management skills and ability to multitask and prioritise work

  • Excellent written and verbal communication skills, fluent in English.

  • Strong organizational and planning skills

  • Knowledge of accounting, data and administrative management practices and procedures

  • Knowledge of clerical practices and procedures

  • Knowledge of human resources management practices and procedures

  • Knowledge of business and management principles

  • Computer skills and knowledge of office software packages

Personal Attributes
The ideal candidate should be someone who loves people as we are a member organization. The candidate should be entrepreneurial, detail-oriented, solution minded, collaborative and preferably have a multicultural background.